officers’ training seminar exalted ruler, secretary, and everyone’s shared duties frank...
TRANSCRIPT
Officers’ Training Seminar
Exalted Ruler, Secretary, and Everyone’s
Shared Duties
Frank Springer, Past State President
Chanute Lodge No. 806
Secretary’s Office is theBusiness office of the Lodge
Secretary has Custody of Funds & Records Secure office space in the Lodge Keep office & records secure
Locked but accessible during regular hours Secretary and Treasurer are bonded
$50,000 through G.L. Property Plus Insurance Program
All Lodges have $20-million Liability Insurance through the G.L. program
Secretary doesn’t need to be an Accountant
Lodge may hire a clerical assistant, bookkeeper, and/or accountant
Many aids available from Grand Lodge(G.L. knows this is a part-time job)
Secretary’s Manual Outline of Duties by month (p. 2)
Grand Lodge Contacts: phone, fax & email (p. 3) Statutory Secretary Duties – exhibit A (p. 18)
Lodge Financial RecordsAuditing & Accounting Manual, Club Management Manual, & Secretary’s Manual
Voucher System Basic mechanism for responsible financial disbursements
Secretary’s Cash Book – example (p. 25 Secy. Manual) Record all receipts from members and other sources
Treasurer’s Cash Book Record all receipts from Secretary as well as expenditures
Business aspects peculiar to Elks fraternal structure KEA Business Practices Committee – Walt Linthacum, Chr.
Uniform Chart of Accounts Auditing & Accounting Manual
Manual or Computerized record systems permitted
Other Aids Available District Deputy-GER and Special
Deputy-GER KEA Committees
Business Practices, Insurance & Risk Management, Auditing, and Judiciary
G.L. “Fax on Demand” Forms 773-775-4750
Elks Web Site – www.elks.org KS Elks Web Site – www.kselks.org
www.elks.org Secretary no longer needs to register on line
Automatic registration from Lodge’s officers report
May also register a Cyber Assistant Lodge pays an annual fee
Fee per lodge year (4/1 – 3/31, not prorated)
FREE for Secretary $25 for Cyber Assistant
May transfer registration any time at no charge [email protected]
www.elks.orgComprehensive Resource Center News from Grand
Secretary’s office Elks National Foundation
news Interactive Message
Board with other Members & Secretaries
Been there, done that Download forms & news
articles Maintain Charitable
Records Book online
Cut down on paperwork & response time
Maintain Elks Magazine mailing list
Order G.L. supplies View & order Lodge roster Order mailing labels Submit Annual Membership
Audit via e-mail Create & maintain Lodge’s
“Virtual Home Page” at elks.org Chanute 806
Clip art and articles for Lodge’s bulletin
www.elks.org User friendly RESOURCE CENTER –
designed for those that don’t know the difference between a mouse and a mouse pad
Elks.org User Manual Grand Lodge Website “Frequently
Asked Questions” Virtual Home Page User Manual
Kansas Elks Web Site - www.kselks.org Message board File monthly Membership Report on-
line KEA News District News Sunflower on-line Directory (officers, committees, lodges) Drug Awareness Trailer Schedule Links to other Elk web sites (KETCH &
others)
DDGER Visit
Checklist of information and materials the DD needs to record and view(exhibit C, p. 21, Secretary’s Manual)
Questions ??? and Adjourn Secretaries meet again Sunday 8:00 – 9:50 AM
ERs & Trustees welcome to attend prior to their 8:30 AM start
Trustees may remain or attend the ER sessions at 8:30 AM… choice
Frank Springer923 S. HighlandChanute, KS 66720620-431-8577 (cell)620-431-0406 x263 (office)620-431-3076 (home)
Officers’ Training Seminar
Secretary’s Duties, Responsibilities, &
Computerized Records
Secretary’s Session
Frank Springer, Chanute Lodge No. 806
Ron Larson, Newton Lodge No. 706
Ron Atkinson, Galena Lodge No. 677
A “Good” Secretary A “good” secretary must be a dedicated Elk
deeply interested in our Order and the Lodge, and ought to be the kind of person who is compatible with office work, one who takes pride in detail and figures, and especially an informed Elk who is familiar with the Laws and procedures of our Order.
They must have time available to do the job, for the duties of the Secretary are constant throughout the Lodge year, requiring prompt and almost daily attention.
A “good” Secretary cannot procrastinate! Notifies the Grand Secretary immediately when
any change is made in the office of ER or Secretary.
Duties p. 2
Secretary’s Manual
Also see p. 18 – Statutory Lodge Secretary Duties
Membership Records Complete a record of every Elk that
was ever on the roll of your Lodge
Keep an Active file (alphabetical order)
Keep an Inactive file (alphabetical order) Should go back to the beginning of time Permanent membership records No Grand Lodge Officer or Agency has these
records
Membership Ledger(exhibit E - p. 23)
Ledger page for each member Fill it out completely Keep separate log book of membership numbers in
numerical order
Membership Records Updated(exhibit F – p.24)
Elks Magazine maintains membership records Notify them of any additions, deletions & changes
Update on line www.elks.org/members/secys/rolodex.cfm Manually update with forms shown above
Membership Report Monthly Membership Chairman
Report Please submit report by the 5th of
every month KEA Membership Chr.
Submit Report On-Line… www.kselks.org Members Secretary’s
Monthly Membership Report OR
www.kselks.org/lodge%20membership%20report1.asp
Application Processing (exhibit H
– p. 26)
New Member Application – Set up 4 Files
NEW – Not Yet Read
Application received with proper fee. Reviewed for complete entry & signatures. Secretary reads at Lodge Meeting. (Meeting
#1) Make copy & give application to Inv. Comm.
Investigating Comm.
Keep record or copy of application Report by Investigating Committee. (Meeting
#2) Recover original application from Inv. Comm.
Ready for Balloting
Candidates’ names and balloting date published.
Elected or Rejected – Notify (p. 27) (Meeting #3)
Ready for Initiation
Indoctrinated Initiated – Member No. Assigned – Card Issued
(Meeting #4)
Application Processing Since 1983 it is illegal under our laws to hold
balloting on an individual and then initiate that person on the same night.
If a candidate is rejected… Send letter advising the application has not been
favorably acted upon Do not comment or attempt to offer any explanation for
the unfavorable ballot Do not advise that re-application may be made in six
months Send copy of letter to the proposer
Return the fees paid to rejected candidate Keep the application or record of it in “dead file”
Reinstatement Processing(exhibit N – p. 32)
Reinstatement Application with Fee Locate membership info (Inactive
File) No Record Found – Alternatives
Old membership card Lodge minutes Elks National Foundation record Affidavit from 2 Elks Initiate as a new member
Publish then Ballot
Request for Transfer Dimit or Certificate of Release (exhibit O – p. 33)
Process PROMPTLY! No Lodge action necessary.
If a Member in good standing Grant Transfer Demit immediately (exhibit J – p. 28)
Do not drop from role until notified of affiliation in new Lodge
If a Member was dropped for non-payment They pay a $10 fee to original lodge Original lodge issues Cert. of Release (exhibit K – p. 29)
Mandatory to grant but may make recommendation to the affiliating Lodge
Application for Affiliation(exhibit L – p. 30)
Processed same as Reinstatement Read at Lodge Meeting Investigated by committee Published in bulletin Balloted - Elected
Assign new membership number Notify old Lodge of affiliation
Absolute Dimits (exhibit M – p. 31)
Granting Lodge (Statutes Sec. 14.110) Must be member in good standing Granted upon written request with
membership card attached Does not require Lodge action
Affiliating Lodge (Statutes Sec. 14.120) Notify granting Lodge 30 days prior to
balloting Process as Application for Affiliation
Member says “I Quit!” Sometimes, in the heat of a
disagreement, a Member may tear up his card and say that he “quits.” Despite this dramatic gesture, The Secretary must keep the Member on the Lodge rolls unless he submits a written and signed request for the Absolute Dimit or is dropped.
Also, after tempers have cooled, the Member must be issued a replacement card should he request one as long as dues are still kept current.
Dues & Lapsation Work with active Lapsation Committee Year-round work – bill Delinquents
monthly Mail Dues Notices in advance
First Notice – February 15th
Second Notice – March 15th
Delinquent Notice – April 1st then monthly May publish delinquents’ names in bulletin
Membership Cards Order early from Grand Lodge –
Sept. Form supplied from Grand Secretary On-line orders…
www.elks.org/members/secys/
Emboss cards with Lodge’s seal
Life & Honorary Life Members
Pays Grand Lodge per capita dues, insurance & any assessments
Pays State Association dues Pays Lodge administration fee
Not less than $5 Not more than ½ the regular Lodge dues
Identification Cards Issued on request at no charge
(Statutes Sec. 14.140) Spouse of Lodge Member Member’s Children or Stepchildren under age 21 Family of deceased Member
Unmarried widow or widower Children or stepchildren under age 21
Privileges may be restricted by house rules or by-laws Can not restrict entering lodge May restrict purchase of goods or services
Life Memberships(Statutes Sec. 14.260 & Lodge’s By-Laws)
Not granted automatically Written request formally presented to the Lodge
Request Published with date of ballot Secret ballot for each applicant
Requires two-thirds affirmative vote of members present
Special card issuance & reduced dues do not become effective until April 1st of the succeeding Lodge year
Laws provide for transfer of Life Membership Honorary Life Membership cannot be
transferred
Elks Magazine Update & Certificate
Completed Annually – Do Not Delay
Certificate reviewed by DDGER during visit (item 3 on DDGER visit list) DDGER visit list (exhibit C, p. 21)
Avoids Member complaints – no magazine Send Change of Address form
to start delivery again
By-Laws Revision General Revision due every 5 years Work with By-Laws committee Get By-Laws Guide Book from G.L.
You get 4 copies Fill in the blanks Lodge approval
Keep 1 and send 3 completed copies to Area Member on Judiciary Committee for approval – Kansas is in Area 6
Lodge Bulletin – Editor - Publisher Most knowledgeable on Lodge
activities Get other officer’s & member’s input Set advance deadlines Include calendar of events Publish new member processing Keep members informed of Lodge’s
charitable & community activities Creates desire to continue membership!
Bulletin Material – Make it Interesting
Artwork from G.L. www.elks.org
KETCH www.ketch.org KS Elks Assc www.kselks.org Pictures Humor History G.L. Newsletter
Put GER, Grand Sec., PGER-Sponsor, DDGER, KEA Officers, & Sunflower editor on bulletin mailing list.
Office Administration Use the Lodge’s Post Office Box for
receipt of mail Pick up the mail daily Act on mail daily. Don’t put it off… it gets
lost. Lodge records must be organized and
are open for members’ inspection Keep regular office hours
Tax Reporting Sales Tax (due 25th each month)
Liquor Tax (due 25th each month)
Liquor License Fee (annual)
Payroll Tax (varies – semi-weekly, monthly or qtrly)
www.irs.gov/formspubs www.payroll-taxes.com
Unemployment Tax (due qtrly) www.dol.ks.gov
IRS 990 Annual Return (due August 15th)
www.ksrevenue.org/kswebtax.htm
Federal Income Tax ExemptSec. 501(c)(8) I.R. code
Closed Door Policy protects this exemption (see p. 6, column 2, Secretary’s Manual)
File 990 information return promptly Due August 15th
Up to $5,000/year failure to file penalty and/or loss of tax exempt status
Keep Charitable Records Up-To-Date and Complete
Lodge Minutes –Accurate, Full & Complete
Knowledge of Lodge’s condition & activities is vital to members’ interest & participation.
Lodge Minutes –Accurate, Full & Complete
Knowledge of Lodge’s condition & activities is vital to members’ interest & participation.
Well kept minutes provide a future reference when information is needed.
Lodge Minutes –Accurate, Full & Complete
Knowledge of Lodge’s condition & activities is vital to members’ interest & participation.
Well kept minutes provide a future reference when information is needed.
G.L. Minute Book provides easy format for minutes. May use a notebook too.
Lodge Minutes –Accurate, Full & Complete
Knowledge of Lodge’s condition & activities is vital to members’ interest & participation.
Well kept minutes provide a future reference when information is needed.
G.L. Minute Book provides easy format for minutes. May use a notebook too.
Taping meetings is allowed. Transcribe the tape then erase it.
Primary Correspondent of Lodge
Typically you are the only contact your Lodge has with others.
Provide directory information to Grand Lodge Directory information forms packet (Feb. after elections)
Names & mailing addresses for ER and Secretary; other Lodge info
Zip code “footprint” jurisdiction – coordinate with DDGER if changing
www.elks.org/members/secys/rolodex.cfm Grand Lodge/GER Awards & Contests
Track and forward requests. These recruiters have earned our gratitude & praise.
Complete 2 G.L. statistical reports October 31st – due 11/15 (exhibit D – p. 22) March 31st – due 5/1 (exhibit B – p. 19-21)
Common Errors & FYI Do not change “Line 1”, Starting
Membership Report YTD figures only, not MTD or
QTD
The reporting year starts on April 1st and ends on March 31st
Dues are payable in advance. There is no grace period.
Dues are payable in advance
Dues not paid by April 1st
6-months delinquent(Send monthly statement. May
publish in bulletin)
Dues not paid by October 1st
12-months delinquent
(Statute Sec. 14.160: May Drop for Non-Payment)
Dues not paid by next April 1st
18-months delinquent
(Don’t let this happen!)
Annual Report (exhibit B – p. 19)
Due by May 1st
Form mailed to you by the Grand Secretary’s office
Send with Grand Lodge dues
Annual Report (exhibit B – p. 20)
Survey of volunteer, youth, charitable, and community service programs Complete Charitable
Workbook at least monthly! Now available on-line
Yearly Membership Worksheet
Wall size worksheet aids in preparation of Annual Report Complete this Membership Worksheet monthly
Questions & Answers
Frank Springer923 S. HighlandChanute, KS 66720
620-431-8577 (cell)620-431-0406 x263 (work)620-431-3076 (home)
Ron Larson114 E. 13th StreetPO Box 551Newton, KS 67114
316-283-8953 (home)
Ron AtkinsonPO Box 156Galena, KS 66739
620-848-4019 (home)
[email protected]@MSSU.EDU